OVERVIEW

General Operation Support

Provide IT related administrative, management and operations support.
Perform a variety of IT related administrative tasks to help keep department run smoothly.
To organize and maintain proper filing and records, handle confidential documents ensuring they remain secure.
Managing superior diaries and organising meetings and appointments.
Liaise with appointed legal team for legal documents review.
Liaising with staff, suppliers, and cross department team.
Collating and filing expenses. Organize and maintain records, filing, IT townhall, IT event, external program and etc
Responsible for office related of the purchasing and/or inventory functions Monitor spare part life cycle and aging trends, recommend inventory optimization strategies.
Handling external and internal communication and correspondence when required.

Budget Management and Control

To manage annual budget planning and budget control processes and expenses record.
To support process improvement in areas related to budgeting and expenses management.
To monitor and track variances and provide recommendation for cost optimization
To coordinate with IT Managers for PR preparation and IT Expenses record
Develop and maintain the software license management procedures and policies.
Prepare report in a timely manner.

Software License Management:

To manage every type of software license such as OEM, trial, concurrent, individual, volume, enterprise, node locked, free, named user, and CAL licenses, etc
To keep notifying if some license is about to expire or to support license agreements.
Provides expertise in software licensing and will act as the central point of knowledge and management of software licences within IT department.
Responsible for maintaining relationships with third party suppliers and the related IT Operation team.
Develop and maintain the software license management procedures and policies.
Prepare report in a timely manner.

Administration and Manpower Planning

Ordering office supplies and replacements, as well as managing courier services, office utilities bills and petty cash.
Maintain electronic and paper records ensuring information is organized and easily accessible
Excel in IT administration duties with keen eye to improve productivity and procedure. Able to guide and lead in maintaining/improving documentation, tracking.
Support workforce planning, resources allocation, organization design
Maintain accurate records for staffing and capacity planning
Collect, validate, and analyze operational data (budget, headcount, spare part aging, resource utilization, SLA, etc).
Prepare dashboards and reports for KPIs and operational performance.

REQUIREMENTS

Minimum in Diploma in Information Technology, Secretary, Business Admin, Administrative Management, or any other fields deemed applicable.
Minimum 5 years of working experience with similar roles and responsibilities preferred.
Extensive experience in using office software such as MS Word, Excel, PowerPoint and other tools.

Senior Executive Administration (Information Technology)